During the research project you will need to store your research data so that it is secure and backed up regularly, but at the same time easily accessible to those who are authorised to do so.
The University’s Research Data Management Policy asks for all live research data to be stored on the University’s networked storage facilities, and it recommends the use of SHU Research Store (Q:\Research). There is no cap on the amount of storage a specific research project can use. Data will be backed up automatically to several locations on a daily basis, and are securely kept for a period of 90 days. The Research Store (Q:\Research) is conveniently accessible from wherever and whenever required, and access can be granted to students and third parties when required. It is therefore ideal for master copies of your research data.
Personal, confidential or sensitive data requires a storage solution that is compliant with the Data Protection Act and the University’s Data Protection Policy Statement. The Research Store (Q:\Research) can be used for these types of data under the condition that access permissions have been set up appropriately for a limited number of users. It is important to periodically review these access permissions, for example to reflect staff changes.
For more information on Q:\Research, see SHU Research Store.
Options
Generally there are four options for data storage:
The 3-2-1-rule is a simple way to remember best practice for backing up.
3. Keep 3 copies of important files (a primary and two backups)
2. on 2 different media types (such as encrypted: hard drives, memory sticks, CDs and online storage)
1. with 1 copy being stored offsite (or online)
Personal, confidential or sensitive data
Personal, confidential or sensitive data need higher levels of security than other data. In those cases, it is important that the storage solution you choose is compliant with the Data Protection Act and the University’s Data Protection Policy Statement. The University has Guidance on Data Protection (staff only) and guidance on the use of personal data by students.
Portable devices
Storage on portable devices and transferring personal information from one medium to another (for example via email) needs to be done with special care. If research data needs to be stored temporarily on portable devices such as laptops, tablets, phones, CDs and USB sticks, the researcher must ensure that this is done securely and that they comply with the University’s Electronic Data Encryption Policy. DTS publish Data Encryption Guidance (staff only).
Transferring
Transferring any personal, confidential and sensitive information also requires encryption. When sending these data via email, the email needs to be encrypted. When sending data via a USB stick, an encrypted USB stick should be used — FIPS 140-2 compliant USB sticks (conforming to normal encryption requirements) are available through the DTS self-service portal. Data can also be sent and received securely using the SHU ZendTo service.